Add Other Lodging Dialog Box

Use the Add Other Lodging Expense dialog box to create a lodging expense.

Parent Topic: Expense Types Dialog Boxes

Location

To display the Add Other Lodging Expense dialog box, complete the following steps:

  1. From the Expense menu, click Settings > Expense Types.
  2. On the Other Lodging Expenses tab of the Expense Types screen, click Add Other Lodging Expense.

Contents

Dialog Box Fields

Field Description
Code

Enter a 10 digit, uppercase, alphanumeric, other lodging expense value code. Each code must be unique.

Description

Enter up to 30 characters for the other lodging expense description. The description must be unique and properly capitalized because it will be used in drop-down lists and as column headings for reports and inquiries.

Default Personal

Select this check box if the amount entered against this other lodging expense will default to personal. The user is not reimbursed for any expenses that are deemed personal.

Override Personal

Select this check box if you want the user to be able to change amounts from personal to non-personal. Amounts that are deemed not personal may be eligible for reimbursement.

Expense Type

Use the drop-down list to select the expense type to which this other lodging expense should be attached. The valid values are all expense types that have already been set up in the system.

Example:

You have already set up the following expense types:

  • AIRFARE (Airfare)
  • CARRENT (Car Rental)
  • RMSRVCE (Room Service)
  • MOVIES (Movies)
  • PHONE (Phone)

    You are currently setting up an expense type called LODGINGand want to link room service and phone calls to it so users can account for these "other" expenses when filling out their expense reports for lodging. On the Other Lodging Expenses tab, you set up the following:

    Other Lodging Expense #1:

    Code ROOMSERV
    Description Hotel Room Service
    Default Personal Checked
    Override Personal Unchecked
    Expense Type RMSRVCE

    Other Lodging Expense #2:

    Code HOTELPHONE
    Description Hotel Phone Calls
    Default Personal Unchecked
    Override Personal Checked
    Expense Type PHONE

    When entering their lodging expenses, users will enter "Other" expenses for room service. The amount expensed for room service will be set to Personal (Default Personalcheck box is selected) and users cannot override it ( Override Personalcheck box is clear). They will not be reimbursed this amount.

    Users will also be able to enter "Other" expenses for phone calls made that appeared on their hotel bills. The amount expensed for phone calls will not be set to Personal (Default Personalcheck box is clear), but users can override that ( Override Personalcheck box is selected).

    The Charge Types (General Ledger accounting information) for each of these "Other" expenses will follow the charge types that are linked to the expense type (that is, RMSRVCE and PHONE).